This handy manual helps the Rotaract clubs to understand and devise a Rotaract project from the scratch. Read to get benefited and do enhanced service to the society and grow professionally as well.

1. ROTARACT CLUB OF ZENITH
SPONSORED BY
ROTARY CLUB OF MADRAS NORTH EAST - RID 3232
A to Z on How to do a Project
RTR. MARY THERESA KARTHIC
PRESIDENT 2021-22
RTR. SAI PRASADH S
SECRETARY 2021-22

2. Construct a proper plan before
execution of a project
BEFORE EXECUTION
Plan

3. Got an Idea?
If a project idea is
arising, apply the
Four-Way Test.

4. Base Plan
If the project idea crosses through the Four-Way Test, sketch the base plan
of the project by asking the following questions:
When is the right time to
conduct the project?
What is the project
about?
Why do we do this project?
i.e., Motto
Where do we conduct it?
i.e., Venue
Who are the Target
Beneficiary/Audience
How are we going to
execute the plan?
When? Where? How?
What? Who?
Why?

5. Project Proposal
Propose the project idea to the President,
Secretary, Avenue Directors.
(Process flow is subjective to your club)

6. Make it meaningful
Innovate the plan
Do a pre-assessment on the target area
Work on drawbacks & address the challenges
Make the budget plan
(Estimated budget and the source of it)
Form the project team
(Chairperson, Secretary, Respective Avenue Director, Organizers,
Mentor (if required), and Co-Host clubs (if collaborating)
Do the ground Plan

7. Execute
- Submit a budget to the Treasurer/Treasury team (whichever is applicable to
your club)
- Conduct project meetings and keep the project team informed about the
updates
- Form project committees (if it is a large scale project)
- Draw timeline (start and end date of the project)
- Decide on the venue, date, and time of the project
- Plan the pre-branding & post-branding of the project
- Announce the movements of the projects constantly to your club and
collaborative partners (if applicable) through meetings or other means of
communication
- Send an invite to the audience, speakers, collaborators, participants, etc.

8. Execute
• Formulate rough agenda initially and Minute to Minute agenda when the project's
program is formed - Update the agenda to President, Secretary,
Sergeant-at-Arms, and respective Avenue Director(s) (subjective to your club)
• Draw requirement checklist and meet the on-day requirements accordingly
• Delegate work to the team, ensure the project load is not concentrated on one or
few individuals
• Keep the expenses of the project recorded with receipts
• Communicate the constant updates to President and Secretary (and other
necessary officials)
• Reach out for help wherever required
• Be conscious of the drawbacks and challenges identified earlier
• Execute the project following the agenda
• Ensure the project team, committees (if applicable) are on track

9. Evaluate the pros and cons of the project after the execution.
Take feedback and reviews from participants/beneficiaries and project team
(Evaluation can help to improvise the project further (if it's recurring) or other projects)
Evaluate

10. Promote
Brand the happenings
of the event

11. Promote
• Cherish the success of your project with your project team and club
• Report - Report the project completion to the club members, District
Rotaract Council, sponsoring club, college management (if University-based
club), etc., through verbal announcements and written reports with adequate
photographs and videos
• Share the success story in Rotary Showcase
• Brand the outcome of the project via social media handles and local
media
• Give thanks! - convey gratitude to everyone who worked in the project
and recognize them

12. ROPA
● If the project is planned as an exceptional community or international service
project, you can aim to apply for Rotaract Outstanding Project Award
● Additional to the former plans, ensure:
- The project is sustainable
- The project makes an impact in Rotary's seven areas of focus
- Collaboration with Rotarians and local experts to enhance the
effectiveness
- Club or district members are involved in the project to improve
communities around the world
- As many as Rotaract club members are involved in the development and
implementation of the project

13. Remember
• This project manual elaborates the basics of
‘how to do a project’
• The project procedure can be subjected to
modification according to the needs and plans
of your club
• Utilize this manual as the basic tool to plan
your project

14. Do you have any questions?
Write to us at zenith3232@gmail.com
/rczenith
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